AI for Business Operations

Back office work, engineered into the systems you already run

Someone in your business is retyping invoices today. We connect intake, triage and reporting into your existing finance stack, and a named person still authorises anything that matters.

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OpenAI Select Partner
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What we usually find, and what we build instead

Four things we find in almost every back office that has never been engineered.

Without SpotDev

What we usually find

With SpotDev

What we build instead

Without SpotDev

Invoices retyped by hand

A supplier emails a PDF. Someone opens it, reads it, and types the fields into your accounting system.

With SpotDev

Extracted, checked, queued

Read on arrival, checked for completeness and duplicates, and queued for a person to approve.

Without SpotDev

The shared inbox nobody owns

Four hundred unread, three people half-watching it, and the urgent one sitting on page two.

With SpotDev

Classified, routed and aged

Sorted by sender, subject and urgency, routed to an owner, and visible when it goes unanswered.

Without SpotDev

Chasing depends on who has a quiet afternoon

So the biggest debtor gets chased last, because chasing them is the most awkward conversation.

With SpotDev

Queued by age, drafted, sent by a person

Prepared from approved wording with disputes flagged. Tone and escalation stay with your finance team.

Without SpotDev

The management pack takes three days

Most of it spent finding numbers rather than thinking about them.

With SpotDev

Assembled, with gaps flagged

Inputs gathered and every figure traceable to its source, including the ones that are missing.

What an operations wave activates

A wave activates two of the five agent capabilities, chosen against your own value case. Enablement is part of every wave, not an alternative to one.

Document and invoice intake

Extracts structured fields from receipts, invoices and supporting documents, checks completeness and duplicates, and preserves the source evidence.

Shared-inbox triage

Classifies incoming mail, identifies what is needed, drafts an acknowledgement and routes the work to a named owner.

Internal request handling

Takes routine internal requests, gathers what is required, creates and tracks the task, and chases the missing response.

Receivables preparation

Monitors invoice and payment status, queues by age, detects disputes and drafts chasers from wording your team approved.

Management information

Assembles approved operating and financial inputs, flags stale or conflicting evidence, and links every conclusion to its basis.

Enablement for the people who approve

Finance and admin staff trained on what the system flags, what it cannot see, and when to send something back.

The systems we connect to

  1. 01

    Accounting

    Xero, QuickBooks, Sage 50, Sage 200, Sage X3, Sage Intacct, Exact Online, FreeAgent, iplicit and Access Financials.

  2. 02

    ERP

    Microsoft Business Central, NetSuite, SAP Business One and Odoo, among others in our integration library.

  3. 03

    Your CRM

    So an invoice query, a customer record and an open deal are the same conversation rather than three.

  4. 04

    Anything else

    We have built more than 300 integrations. If the data lives somewhere awkward, that is the normal case, not the exception.

Where the human line sits

This is a finance workflow, so the boundary matters more here than anywhere else in the programme. It is written down before anything runs.

Extracts and flags

Reads the document, checks it, and puts it in front of a person. It does not post anything.

Never determines tax

Nominal and tax coding is a restricted action. A qualified person decides it, every time.

Never pays or writes off

No payment, no ledger entry, no write-off, no payment arrangement. Not with approval. Not at all.

Never escalates a chaser

Tone, frequency and legal referral are set and changed by your finance team. A chaser that reads as a threat costs you a customer.

Points at data, not conclusions

It gets you to the underlying numbers faster. It does not tell you what they mean.

Everything is logged

Every extraction, flag, approval and rejection recorded against the source document.

Implementation expertise that drives adoption

An in-house engineering team that has delivered more than 300 technology projects. Work with engineers who have built this before.

300+HubSpot implementations, firm-wide

  • In-house engineering team.

    Agents and integrations designed, tested and shipped by our own engineers. Nothing is subcontracted.

  • OpenAI Select Partner and Claude Registered Partner

    SpotDev is an OpenAI Select Partner and a Claude Registered Partner, alongside HubSpot Diamond status and Custom Integration and Onboarding accreditations.

  • Model chosen for the job.

    Honest evaluation of the right model for the work. We will say when the answer is the AI you already pay for.

AI with security in mind

  • Not trained on by default
  • Cyber Essentials Plus
  • Built on your infrastructure
  • In-house engineers
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Common questions

How accurate is the extraction?

We will not quote you a percentage we have not measured on your documents. Accuracy is established against a sample of your own invoices during the first month, and the approval gate exists because it will never be perfect.

What happens when a document is read wrongly?

A person catches it, because a person approves it. Corrections feed back into the evaluation set, and repeated failures on a document type are treated as a defect to fix rather than noise to absorb.

Will it work with the finance system we already run?

Probably. Xero, QuickBooks, the Sage range, Business Central, NetSuite and others are already in our integration library. What each supports depends on your edition, which we check rather than assume.

Does this replace the person who does this work?

It removes the retyping, not the judgement. Somebody still approves, still handles the exceptions and still owns the relationship with the supplier. That is your decision to make, not ours.

Are you giving us financial or legal advice?

No. We give no financial, tax, legal or accounting advice, and whether chasing a particular debt is regulated depends on who the debtor is. We build the controls. Your advisers rule on your obligations.

What does it cost?

From £10,000 per month as part of AI Accelerator, committed a quarter at a time. Model and platform usage is billed separately. Enterprise programmes are priced on complexity.

Start with a diagnostic.

A short, fixed-scope assessment of which administrative workflows are worth automating, which are not, and where the approval line has to sit. No obligation.